Intelligent Forms

There are two classes of health and safety forms available.

• The "stand alone" template .
• This is based around the Adobe (.pdf) document format, but are editable documents that can be filled in by using the freely available Adobe Reader software.  These forms can be created from the blank template, freely edited until it has been "approved". At this point, the form is converted to a typical .pdf format which is not editable. This ensures the integrity of the data. Only "the authoriser" can "unsign" the document to convert it back to the editable state, so that further editing or reviews can be undertaken without having to re-key the entire document.
• The "Enterprise class" solution.
• Here, a Microsoft SQL server database is used to store all the form's data. The database is hosted on the client's IT infrastructure. We are looking at an "on-line" web service for this, but this is not currently available.      The forms bear a similarity to the stand-alone solution, but as the data is hosted centrally, there is a different user interface.

There are many benefits that should be considered:

• The forms are kept as small as possible and will automatically "expand" based on what answers or reflections are  made. 

1. This makes the most complex forms look less intimidating.
2. By limiting what is displayed, only the data that needs to be completed is displayed.
3. By hiding what is not required, form completion is quicker than if the user had to decide what parts to fill in and what parts to ignore.

• Wherever possible, fields are calculated, which reduces keystroke and mathematical errors.
• Fields are formatted and validated to restrict entries to be within acceptable limits.
• Hover--over help messages can be added to explain what is required in each field
• Hyerlinks can be added to buttons to display web pages. 
• If required, electronic signatures can be added - which confirms approval. Once signed, we can lock the fields to prevent further changes.
• With the Adobe forms, being "electronic", they  can be emailed and stored, like any file.

• Health and Safety - Risk Assessment/Method statement and COSHH  (See here)
• Biological risk assessment - Microbiological and Cell culture (with HTA)  (See here)
• Radiological risk assessment  (See here)
• First Aid record  (See here)